Executive Assistant, Marcom Strategy & Operations
Description
We are looking for a highly organised, proactive and trusted Executive Assistant to support the Global Marcom Strategy & Operations team.
Working within a fast-moving global environment, the successful candidate will play an important role in helping leadership operate effectively by managing priorities, coordinating senior stakeholders, ensuring strong follow-through on actions and bringing structure to day-to-day activities.
This role requires someone who can go beyond traditional administrative support. We are looking for an individual who anticipates needs, exercises sound judgement, communicates confidently and takes ownership of ensuring that priorities move forward.
Executive and diary support
Manage complex calendars, meetings and competing priorities.
Coordinate meetings involving stakeholders across multiple countries and time zones.
Proactively identify scheduling conflicts and recommend solutions.
Ensure leaders are appropriately prepared for key meetings and engagements.
Coordinate meeting logistics and relevant materials where required.
Organise travel requirements of leadership.
Organise expenses and other company requirements.
Leadership team coordination
Support the smooth operation of the Marcom Strategy & Operations team.
Maintain visibility of key leadership actions, commitments and deadlines.
Capture and track actions arising from meetings and follow up with owners.
Help coordinate leadership meetings, planning sessions and other team activities.
Bring structure and consistency to recurring leadership processes.
Stakeholder management
Act as a professional and approachable point of contact for internal stakeholders.
Build productive relationships with colleagues across global and regional teams.
Communicate confidently and professionally with senior stakeholders.
Follow up on outstanding information and actions diplomatically.
Understand stakeholder requirements, identify practical constraints and propose appropriate alternatives.
Communication and information management
Draft and coordinate clear, concise and professional correspondence.
Consolidate information and provide clear summaries for leadership.
Organise documents and information so that they can be easily accessed when required.
Support the preparation and coordination of presentations, meeting materials and other leadership communications.
Handle sensitive and confidential information with appropriate discretion.
Operational support
Provide operational support to our Senior operations manager with the use of our project management software platform ‘Jira’.
Anticipate upcoming requirements and take proactive action where appropriate.
Help establish simple, effective systems for tracking actions, priorities and deadlines.
Identify opportunities to improve administrative and leadership processes.
Support ad-hoc projects and initiatives across the Strategy & Operations function.
Provide reliable support during periods of changing priorities or increased activity
Minimum of 3 years previous experience as a Virtual Assistant or in a similar role
Previous experience providing executive, leadership or senior administrative support.
Exceptional organisational and time-management skills.
Demonstrated ability to manage multiple priorities simultaneously.
Excellent written and verbal English communication skills.
Strong stakeholder-management and interpersonal skills.
Confidence interacting with senior leaders and colleagues across different cultures and geographies.
Excellent attention to detail.
Strong judgement and problem-solving ability.
High levels of discretion when handling confidential information.
Strong working knowledge of Microsoft 365, particularly Outlook, Teams, PowerPoint, Word, Excel and SharePoint.
Ability to work independently and take ownership without requiring continuous direction.
Experience supporting geographically dispersed or global teams.
Experience working in a professional-services or similarly complex organisational environment.
Experience supporting multiple senior stakeholders.
Familiarity with Marketing & Communications environments would be beneficial, although direct Marcoms experience is not essential.
Experience improving administrative processes or introducing new ways of working.
Experience working with project management platforms such as Jira, Monday.com or similar